QuickBooks

Connect QuickBooks in one of two versions:

Version	What it does
QuickBooks → ClearSpend	Imports bank and card charges from QuickBooks onto Transactions
ClearSpend → QuickBooks	Sends reviewed debit charges from ClearSpend back to QuickBooks

Matching, review, and ownership stay in ClearSpend. ClearSpend does not replace QuickBooks. Open Integrations and connect from the QuickBooks card under Accounting.

ClearSpend → QuickBooks is never automatic. Review charges first, then click Sync to QuickBooks.

To switch to QuickBooks, disconnect Xero on Integrations first, then connect QuickBooks.

Before you connect

Version	Do you need charges first?
QuickBooks → ClearSpend	No. QuickBooks imports them for you.
ClearSpend → QuickBooks	Yes. This version does not import spend.

Owners, Admins, and Contributors can connect. You need a QuickBooks Online organisation you can authorize. See Roles and permissions.

Connect QuickBooks

Open Integrations

In the sidebar, go to Integrations.

Open the QuickBooks card

Under Accounting, find the QuickBooks card and click Connect.

Sign in with Intuit, allow ClearSpend access, and choose the QuickBooks Online organisation you want to sync with. One connection covers one organisation. You can add more organisations later as separate connections.

Finish sync setup

Choose the QuickBooks account, a ClearSpend bucket, and the version (QuickBooks → ClearSpend or ClearSpend → QuickBooks). One bank or card account maps to one bucket.

Choose a schedule

Pick how often QuickBooks → ClearSpend imports charges. You can change this later from Integrations. Pushing with ClearSpend → QuickBooks stays manual.

Schedule	What it does
On Demand	Imports only when you click Sync
Daily	Imports once a day, at the time you set
Weekly	Imports once a week, on the day and time you set
Monthly	Imports once a month, on the day and time you set

When setup is done, the QuickBooks card on Integrations shows as connected. If you chose QuickBooks → ClearSpend, imported charges appear on Transactions.

Buckets

A bucket is a group of transactions in ClearSpend. Use one bucket per bank or card account so imported and pushed charges stay separate. Each QuickBooks account can be linked to one bucket. Another QuickBooks connection cannot reuse that account or that bucket. If either is already in use, it is greyed out. Every workspace starts with All Transactions. Create more from Manage buckets in the bucket picker. See Managing buckets.

Pull from QuickBooks

With QuickBooks → ClearSpend, ClearSpend pulls posted activity from the bank or credit card account you selected during setup. Those charges appear on Transactions and count toward Home totals.

Transactions table showing charges imported from QuickBooks with Source column — Transactions list after a QuickBooks pull — Source shows QuickBooks on each row.

Pair this with Gmail, Google Drive, or a file upload so each charge can be matched to proof.

What gets pulled

Pulled	Examples
Purchases and expenses	Expenses, checks, card purchases, card credits
Bill payments	Money that left the account when a bill was paid
Deposits and receipts	Money that landed in the account
Refunds	Refund receipts tied to the account
Opening balances	Opening balance entries for that account
Attachments	Files already attached to those QuickBooks transactions

Debit and credit

Every imported QuickBooks transaction is classified as either debit or credit:

Type	Meaning	How it shows on Transactions
Debit	Money that left the account (a payment was sent)	Shows its own category in the Type column
Credit	Money that came into the account, or a refund credited back	Shows as Credit in the Type column

Anything paid out is a debit. Everything else is a credit. Subscriptions are created only from debit transactions. Credits stay on Transactions but do not create subscriptions.

Transaction row for Travis Waldron marked as Credit — Credit row on Transactions — Type shows Credit instead of a spend category.

What is not pulled

ClearSpend only pulls activity tied to the connected bank or card account. It does not pull items that are not posted to that account yet.

Not pulled	Why
Bills (unpaid)	A Bill is money you owe. It is not linked to a bank or card account until it is paid. When you pay it, the Bill payment is imported.
Other bank or card accounts	Only the QuickBooks account chosen during setup is imported. Connect another account separately if you need it.
Bank download / Pending inbox	Items waiting to be accepted in QuickBooks are not imported until they are posted to the account.
Undeposited funds	Customer payments sitting in Undeposited Funds are skipped until they are deposited into the connected account.
Sales Tax Payment	QuickBooks does not expose this type through its public API, so ClearSpend cannot import it.

Push to QuickBooks

ClearSpend → QuickBooks sends reconciled charges from ClearSpend to QuickBooks. It runs only when you click Sync to QuickBooks. Key rules:

You can only push debit transactions. Credits are not sent.
Pushed charges become Purchases on the same QuickBooks bank or card account you chose during setup.
Each charge uses its own GL code to pick the matching QuickBooks category. No matching category → Sync Error.
The matched invoice or receipt file is attached to the new Purchase.

How to push

Have debit transactions ready

Start with debit charges already in ClearSpend from QuickBooks → ClearSpend, Plaid, a statement upload, or earlier imports.

Reconcile and add a GL code

Match an invoice or receipt to each charge, finish review, and assign a chart of accounts (GL) code. Charges missing either stay in Needs Review.

Open Ready to Sync

On Transactions, open the Ready to Sync tab. Debit charges with both a matched invoice and a GL code appear here. Click Sync to QuickBooks in the toolbar.

Ready to Sync tab with Sync to QuickBooks button and selected charges — Ready to Sync tab — select charges, then click Sync to QuickBooks.

Confirm on Synced

After the push finishes, open the Synced tab. Charges that synced successfully show here.

For sync status tabs and readiness rules, see Sync to accounting.

Duplicate matches on push

During a push (not during import), ClearSpend checks QuickBooks for the same vendor, exact date, and amount. If it finds a match, the charge moves to Needs Review with an amber warning icon next to the date.

Transaction row with amber warning icon and tooltip about a duplicate Purchase in QuickBooks — Needs Review row with an amber warning — hover to see the duplicate message from QuickBooks.

To resolve:

Open the Needs Review tab on Transactions.
Find the row with the amber warning icon.
Click ⋮ → Sync again.
Choose one option:

Option	What it does
Attach to existing	Attaches the invoice to the Purchase already in QuickBooks. No second transaction.
Create new anyway	Creates a new Purchase anyway, if this is actually a different charge.

Dialog saying a matching transaction already exists in QuickBooks with Attach to existing and Create new anyway options — Duplicate dialog after Sync again — Attach to existing or Create new anyway.

Multiple organisations

You can connect more than one QuickBooks organisation. Each organisation is a separate connection on the QuickBooks card on Integrations.

Disconnect

On Integrations, expand the QuickBooks card and disconnect. Data already in ClearSpend stays.

Common questions

Does connecting QuickBooks import charges?

Yes, if you choose QuickBooks → ClearSpend. Charges from the selected QuickBooks bank or card account appear on Transactions. ClearSpend → QuickBooks does not import spend.

Why don’t unpaid Bills appear?

Bills are not tied to a bank or card account until they are paid. ClearSpend imports the Bill payment when money leaves the connected account.

Which QuickBooks account does a push use?

The same bank or card account you chose when you configured the connection. Pushed Purchases always post to that account.

Can I push credit transactions to QuickBooks?

No. Only debit transactions can be pushed. Credits stay in ClearSpend and are not sent to QuickBooks.

Do credits create subscriptions?

No. Subscriptions are created only from debit transactions. Credits appear on Transactions with a Credit type label.

Is push automatic?

No. Push is manual. Review charges first, then click Sync to QuickBooks.

What happens if a matching transaction already exists in QuickBooks?

During push, the charge moves to Needs Review. Open that tab, click ⋮ → Sync again, then choose Attach to existing or Create new anyway. This check does not run during import.

Does ClearSpend change my QuickBooks organisation on its own?

No. ClearSpend only sends charges when you sync them. It does not edit your books in the background.

What do I need before I can push?

A ClearSpend → QuickBooks connection, a GL code on the charge, and a matched invoice. Without a GL code and matched invoice, the charge stays in Needs Review. See Sync to accounting.

Where do I add a GL code?

On the charge row on Transactions, in the transaction detail panel, or from the subscription detail. A GL code is required before a charge can move to Ready to Sync.

Can I connect one QuickBooks account to more than one bucket?

No. One account can be linked to one bucket. Create another bucket if you need to connect a second account. See Managing buckets.

Welcome

Connecting data

Working with spend

Members

Settings

Reference

Before you connect

Connect QuickBooks

Buckets